How to live stream a conference: the checklist

1. Internet comes first

Ask the venue for a wired internet connection at the streaming position, and test it well before the day. A stable upload of 10 Mbps or more is a sensible target for a good HD stream. Venue wifi shared with delegates is a common reason streams drop.

Always have a backup. That can be a second connection, mobile data, or a bonded 4G/5G unit that combines several mobile networks for venues with poor connectivity.

2. Sound matters more than people think

Good sound matters. If remote viewers can't hear the speaker, little else counts. Take a feed from the venue's sound desk so you get the same microphones the room hears, and have someone listening on headphones for the whole stream.

3. Cameras and switching

Two cameras is the sweet spot for most conferences: a wide shot of the stage and a closer shot of the speaker. A third camera on the audience or a panel adds polish.

A hardware vision mixer (we use Blackmagic ATEM kit, our own or hired for the day) mixes the cameras live and sends the stream straight to the platform without relying on a laptop. A monitor showing every camera and what is going out live means problems are spotted before viewers notice.

4. Slides and captions

Get the presentation slides in one place before the day, and feed them into the stream so remote viewers see them clearly rather than squinting at the projector. Name captions for each speaker help people who join halfway through.

5. Public or private?

Public streams go to YouTube, Facebook or LinkedIn. LinkedIn Live needs your page to be approved first. Private streams go to an unlisted link on a password-protected page, which keeps them off public channels and out of search. For paid or confidential events, use a platform with individual logins. Zoom and Teams webinars can take a feed from professional cameras too.

Questions to ask your venue

• Can we have a wired internet connection at the back of the room, and what is the upload speed?
• Can we take a feed from your sound desk?
• Where is the nearest power socket to the camera positions?
• When can we get in to set up and test?
• Is there anywhere safe to leave equipment cases?

On the day

• Set up and test at least 90 minutes before going live.
• Run a short private test stream to the real platform.
• Start the stream a few minutes early with a holding slide.
• Record locally as well as streaming, so a dropped connection doesn't lose the content.
• Send the recording to the organiser the same day.